Administrative Assistant – Academic Center for Excellence

Description

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ADMINISTRATIVE ASSISTANT
ACADEMIC CENTER FOR EXCELLENCE (ACE)

ABOUT LOYOLA
As the oldest continuously run educational institution in Southern California, founded in 1865 and becoming a Jesuit institution in 1911, Loyola High School of Los Angeles (Loyola) remains committed to providing a rigorous Jesuit Catholic College Preparatory education to a diverse group of young men who leave the school prepared for lives of leadership and service to their community. The Jesuit philosophy of educating the whole person is the guiding principle of the school today.

ABOUT THE ACADEMIC CENTER FOR EXCELLENCE (ACE)
ACE is an arm of the Loyola High School Counseling Office that provides support for students with diagnosed learning differences/disabilities. Additionally, all tutoring services for the student body are run out of ACE.

POSITION SUMMARY
The Administrative Assistant for The Academic Center for Excellence (ACE) serves as the primary administrative and operational support to the Head of ACE, ensuring the smooth functioning of department programs and services. Reporting directly to the Head of ACE, this role provides comprehensive administrative assistance, manages electronic and hard-copy student files, oversees department finances and credit card reconciliations, coordinates schedules and IT/facility needs, and produces key departmental communications and promotional materials. Additionally, the Administrative Assistant supports the Head of ACE in managing daily operations for the After School Tutoring and Mentoring Program including tracking attendance, scheduling, and supporting student tutors and mentors while assisting with campus-wide accommodations during final exams, standardized testing, and makeup proctoring. As a key representative of the Head of ACE and the department, this position handles event hospitality and logistics, hosts visiting educational professionals, and represents ACE leadership at designated evening and weekend campus events.

ESSENTIAL RESPONSIBILITIES

• Provide comprehensive high-level administrative support to the Head of ACE, including managing executive calendar commitments, overseeing credit card reconciliation and budget tracking, preparing detailed reports and presentations, and triaging IT “Helpdesk” requests and operational needs.
• Manage daily office operations, including visitor reception, office supply procurement, equipment maintenance, and electronic and hard copy filing systems.
• Design flyers, handouts and other promotional materials for the ACE
• Oversee the After School Tutoring / Mentoring Program, including but not limited to managing the tutors and tutees and mentors and mentees, ensuring their work space is well-kept, that they have the necessary supplies and that everyone stays on task.
• Manage information and a variety of administrative tasks in PowerSchool, Loyola’s Student Information System, such as schedule students for services, add SLP links and red asterisks.
• Manage student attendance records and